Duties
The primary responsibility of the Document Control Specialist is to accurately process, review, organize, and maintain LTA's controlled documentation and records. This includes internal records such as work orders, quality logs, training records, procedures, and forms, as well as external customer deliverables such as reports, certifications, test records, and submittals. The position requires exceptional organization, close attention to detail, and a quality-control mindset to support accuracy, consistency, traceability, and compliance with customer, regulatory, and ISO 9001 documentation requirements.
Document control is the primary focus of this position. Based on workload and business needs, the employee will also provide administrative support to the office and broader team. The expected mix of responsibilities may change from time to time, and cross-training will be provided as appropriate.
Reporting and Work Direction
This non-management position reports directly to the Document Control Manager and has no direct reports or supervisory responsibilities. For assigned administrative support tasks, the employee receives functional direction from the Office Manager. The two managers will coordinate overlapping priorities, while direct supervisory responsibility remains with the Document Control Manager.
Education, Skills, and Qualifications
1. Associate's degree or equivalent experience in document control, quality systems, administration, or a related field preferred
2. One (1) or more years of experience in document control, quality records, administrative support, or regulated-industry documentation preferred
3. Familiarity with ISO 9001 and customer documentation requirements preferred
4. Exceptional organization, attention to detail, and accuracy, with a quality-control mindset
5. Ability to follow controlled processes and maintain revision histories, approvals, distribution, and record traceability
6. Ability to read and understand work orders, procedures, drawings, forms, and customer requirements
7. Strong time-management skills and the ability to coordinate multiple priorities in a fast-paced environment
8. Excellent written and verbal communication skills
9. Proficient in Microsoft Office, especially Excel, Word, Outlook, Teams, and PowerPoint; experience with SharePoint or a similar document system preferred
10. Ability to work independently and communicate proactively
11. Integrity, professionalism, discretion, and the ability to handle sensitive information confidentially
12. Willingness to cross-train and support responsibilities outside the primary document-control function when assigned
13. Ability to review detailed electronic and hard-copy records and occasionally lift up to 25 lbs, with or without reasonable accommodation
Primary Responsibilities – Document Control
1. Process and maintain controlled documents and records, including procedures, forms, work instructions, work orders, logs, training records, calibration records, and supporting documentation
2. Perform detailed quality checks for completeness, accuracy, legibility, required signatures and dates, traceability, and consistency before documents are released, filed, or submitted
3. Maintain revision control, approval routing, document release, distribution, archival, and obsolete-document processes in accordance with company procedures
4. Help ensure that only current, approved versions of controlled documents are issued and available for use
5. Review work orders and project records for completeness, accuracy, and traceability; coordinate corrections with the appropriate personnel
6. Compile, organize, and issue customer deliverable packages, including reports, certifications, photographs, test data, and other required records
7. Verify deliverable packages against customer requirements, purchase orders, project instructions, and internal checklists before submission
8. Maintain document trackers, filing systems, and secure electronic and hard-copy storage so records remain organized and readily retrievable
9. Support internal, customer, and certification audit readiness by locating records and confirming that documentation is complete and properly maintained
10. Assist with drafting, formatting, editing, and revising procedures, forms, logs, reports, and other controlled documents
11. Coordinate with Quality, Operations, Project Management, Inspectors, and other departments regarding missing documentation, corrections, and deliverable status
12. Identify and report documentation gaps, errors, recurring issues, or opportunities for improvement to the Document Control Manager
13. Support nonconformance, corrective-action, incident, and other quality-record documentation as assigned
14. Follow all applicable procedures and protect confidential, proprietary, and controlled information
Administrative Support Responsibilities - As Needed
1. Provide administrative coverage and project support when requested by the Office Manager and coordinated with the Document Control Manager
2. Answer and route telephone calls; greet visitors and help facilitate the purpose of their visit
3. Prepare and distribute correspondence, reports, spreadsheets, memos, forms, and internal communications
4. Perform routine filing, typing, data entry, copying, scanning, and records-retrieval tasks
5. Receive, sort, and distribute incoming mail and packages and assist with outgoing shipments or correspondence
6. Assist with office-supply monitoring, ordering, inventory, and verification of received supplies
7. Assist inspectors and administrative personnel with receiving documentation and follow up with vendors or suppliers for missing records as directed
8. Provide scheduling, meeting, and general coordination support as assigned
9. Help maintain an organized and professional front office, conference room, and shared administrative areas
10. Contribute to team and project needs by completing other reasonable administrative support duties as assigned
General and Financial Responsibilities
1. Submit accurate timesheets weekly and expense reports when applicable
2. Review, understand, and follow company policies, standard operating procedures, and the employee handbook
3. Perform other duties assigned based on business and project needs, including occasional housekeeping or escorting personnel
Pay: $20.00 - $25.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
